36C25022Q1077.docx

SUBJECT*

Medical Air Compressor/Vacuum Maintenance

GENERAL INFORMATION

Network Contracting Office (NCO) 10 Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Mary Jane Crim maryjane.crim@va.gov

PLACE OF PERFORMANCE

Chillicothe VA Medical Center

17273 State Route 104

Chilicothe OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-04.

This solicitation is set-aside for Service Disable Veteran Owned Small Business (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $11 Million.

The FSC/PSC is J043.

The Chillicothe VA Medical Center is seeking to purchase preventative maintenance services for medical air compressors and vacuums.

The following Wage Determination applies to this procurement:

Wage Determination: 2015-4771 Revision No.: 21 Date of Revision: 6/27/2022 Available At: www.sam.gov

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

All interested companies shall provide quotations for the following:

PRICE/COST SCHEDULE

ITEM INFORMATION

AVG Med Air PM Contract Period: Base POP Begin: 09-25-2022 POP End: 09-24-2023

AVG Med Vac PM

CO Calibration

AVG Med Air PM Contract Period: Option 1 POP Begin: 09-25-2023 POP End: 09-24-2024

AVG Med Vac PM

CO Calibration

CO Replacement (Bi-Annual)

Dew Point Replacement (Bi-Annual)

AVG Med Air PM Contract Period: Option 2 POP Begin: 09-25-2024 POP End: 09-24-2025

AVG Med Vac PM

CO Calibration

AVG Med Air PM Contract Period: Option 3 POP Begin: 09-25-2025 POP End: 09-24-2026

AVG Med Vac PM

CO Calibration

CO Replacement (Bi-Annual)

Dew Point Replacement (Bi-Annual)

AVG Med Air PM Contract Period: Option 4 POP Begin: 09-25-2026 POP End: 09-24-2027

AVG Med Vac PM

CO Calibration

STATEMENT OF WORK (SOW)

1. Contract Title

Service Agreement for Annual Medical Air and Medical Vacuum Compressor Preventive Maintenance

2. Background This contract is to furnish material and labor to provide annual preventive maintenance on (6) Medical Air Compressor and the associated desiccant air dryer and (6) vacuum pumps in accordance with NFPA 99 latest edition. Specific model numbers and serial numbers are listed in paragraphs 4.1 and 4.2.

3. Scope

Annual Medical Air Compressors/Dryer and vacuum pump Preventive Maintenance (PM) shall conform to the latest edition of the NFPA 99.

The preventive maintenance of the Chillicothe, Ohio Veteran’s Administration Medical Center (VAMC) medical air compressors with attached dryers and vacuum pumps shall be performed to the manufacturer’s recommendation or better during the months of September, October, and November each period of performance, ensuring there are no more than 12 months between the preventative maintenance service for each piece of equipment. Preventive Maintenance shall be scheduled to PM each piece of equipment one per year. The scheduled dates shall be agreed upon with the Contracting Officer’s Representative (COR). The work under this contract shall not stop air pressure or vacuum from being supplied to the hospital. Preventive Maintenance Report shall be given to the COR after every PM on the same day, prior to departing the facility.

The contractor shall provide material, equipment (including power generation equipment if applicable), labor and technical supervision to perform the preventive maintenance. It is the intent of this preventive maintenance to assure that all medical air compressors / air dryers and vacuum pumps are operational and within industry and manufacturer’s tolerances. Upon completion of the PM, a label shall be affixed to all serviced assets. The labels shall indicate the date PM performed, Name of technician, and Name of Vendor.

All work performed shall be fully documented by the Contractor. At a minimum, the report must meet NFPA 99 requirements.

3.1 Qualifications

The following maintenance personnel qualifications are provided from the latest edition of the NFPA 99. Should the qualifications change in subsequent editions of the NFPA 99, vendor employees shall meet the qualifications of that edition to continue providing the maintenance service under this contract.

5.1.14.4.2.4 Qualifications.

(A) Persons maintaining these systems shall be qualified to perform these operations.

(B) Appropriate qualification shall be demonstrated by any of the following:

(1) A documented training program acceptable to the health care facility by which such persons are employed or contracted to work with specific equipment as installed in that facility

(2) Credentialing to the requirements of ASSE 6040, Professional Qualification Standard for Medical Gas Maintenance Personnel, and technically competent on the specific equipment as installed in that facility.

(3) Credentialing to the requirements of ASSE 6030, Professional Qualification Standard for Medical Gas Systems Verifiers, and technically competent on the specific equipment as installed in that facility.

4. Specific Tasks

Under no circumstances will contractor work on equipment without first notifying, and getting approval to proceed from the COR.

Work on Medical Air Compressor located in B31 located in G511 shall be coordinated with the COR. Proper PPE shall be worn to enter clean/dirty area. PPE will be provided by VAMC.

Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the COR and Chief of Engineering Service for immediate actions.

Preform medical air compressor and vacuum maintenance per manufacturers current preventive maintenance recommendation. All equipment mounted on one base assembly is considered part of the unit to include, but not limited to, all air compressor pumps, valves, solenoids, desiccant air dryers, storage tank, controls, calibration of CO and Dew Point Sensors, and replace CO and Dew Point sensors every two years. It is the vendors responsibility to ensure all maintenance is conducted at the appropriate time interval as described per manufacture’s recommendations.

No preventive maintenance shall take place without first notifying the COR at least 72 hours in advance. The COR will coordinate preventive maintenance with equipment users. Maintenance shall be completed in such a way as to not inhibit output of air or vacuum to the hospital.

After completion of service or repair, the contractor shall notify the COR by telephone or in person of each regular time service call.

4.1 Inventory of Medical Air Compressors

Building 30 PowerEx Model MSQ050425 Serial number 10/29/2009 4485076-779 With Dryer

Building 211 PowerEx Model MSQ050425 Serial number 10/26/2009 4483246-754 With Dryer

Building 210 PowerEx Model MSQ050425 Serial number 10/26/2009 4483246-756 With Dryer

Building 31 Room B303A PowerEx Model MSQ050425 Serial number 10/26/2009 4483246-755 With Dryer

Building 31 Room G511 BeaconMedeas Model 4107007843 Serial number H0P450889 With Dryer

Building 31 Room B200 PowerEx Model MST050386112866 Serial number 12/06/2017 6112866-587 With Dryer

4.2 Inventory Medical Vacuum Pumps

Building 30 PowerEx Model VTD050421 Serial number 12720114857733736

Building 210 PowerEx Model VTD030321 Serial number 12720114857733746

Building 31 PowerEx Model SPL4857733 Serial number H12820114857733753

Building 27 PowerEx Model VTD030321 Serial number 12720114857733745

Building 211 PowerEx Model VTD030321 Serial number 12720114857733744

Building 31(dental vac) Tech West Inc.

CAT# VPD30D5

Serial number VPD30-5031

4.3. Work Excluded:

The COR or Contracting Officer (CO) must approve in advance any repair involving replacement part(s) and/or labor, including emergencies, that would be an additional expense to the VA. Such work shall be reviewed and approved prior to commencement of work. The contractor shall prepare and submit an estimate of parts and labor to the COR, and if approved, the Chillicothe VAMC COR shall issue a separate Purchase Order (PO) for credit card payment, or the CO will issue a separate contract for electronic invoicing.

4.4. Hours of Work:

The contractor shall perform all work during regular working hours of regular working days 7:00 a.m. to 4:00 p.m., Monday through Friday, excluding current Federal holidays, unless specifically instructed otherwise by the COR.

Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR or CO. Emergency service or repairs must be pre-approved and authorized by the COR or CO as specified in section 4.3.

4.5 Shutdowns:

1. Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the contractor, without prior approval of the COR.

2. All tests, inspections, or maintenance repairs that will remove a medical air compressor or medical vacuum from service shall be scheduled in advance with the COR.

3. Contractor shall comply with the following procedures when a medical air compressor or medical vacuum is removed from service for any significant period for any reason:

a. Notify Facilities Management Service (FMS) and the COR, either by phone or in person, before removing a medical air compressor or medical vacuum from service. If work requires more than one day, daily notification will be made. Notify FMS and the COR when placing the medical air compressor or medical vacuum back in service.

b. All work shall be documented in a written record.

c. Any time a medical air compressor or medical vacuum is taken out of service or worked on the appropriate signage shall be installed and Lock Out Tag Out used.

5. Deliverables

Record of all the preventive maintenance, servicing, any evaluation data, recommendations, inspections, adjustments, and maintenance performed on all the devices listed. Final Report to be delivered to the COR or Facilities Chief Engineer.

6. Performance Monitoring Performance Monitoring will be conducted by the contract COR.

7. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work

b. Identification of Potential Conflicts of Interest (COI)

c. Identification of Non-Disclosure Requirements

d. Packaging, Packing and Shipping Instructions

e. Inspection and Acceptance Criteria

Inspection and acceptance will be certified by the contract COR.

8. Risk Control PPE must be worn in areas where contamination is of concern.

CONTRACT CLAUSES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary, but primary description shall be in a narrative describing technical approach and methods to complete required tasks;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts (minimum of three and maximum of 5) for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) Include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of purchase order. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR part 15.

(h) Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(k) [Reserved].

(l) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

· 52.204-7, System for Award Management (OCT 2018)

· 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020)

· 52.233-2, Service of Protest (SEPT 2006)

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2021)

· 52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020)

· 52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)

· 52.204-13, System for Award Management Maintenance (OCT 2018)

· 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020)

· 52.217-8, Option to Extend Services (NOV 1999)

· 52.217-9, Option to Extend the Term of the Contract (MAR 2000)

· 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (NOV 2021)

· 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020)

· 852.203-70, Commercial Advertising

· 852.232-72, Electronic Submission of Payment Requests

· 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2020)

· 852.233-71, Alternate Protest Procedure

· 852.219-74, Limitations on Subcontracting – Monitoring and Compliance (JUL 2018)

· 852.242-71, Administrative Contracting Officer (OCT 2020)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (JULY 2021) DEVIATION

The following subparagraphs of FAR 52.212-5 are applicable:

· 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note)

· 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) (31 U.S.C. 6101 note)

· 52.219-4, Limitations on Subcontracting (SEP 2021)(15 U.S.C. 637s)

· 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (SEP 2021)(15 U.S.C.657f)

· 52.219-28, Post Award Small Business Program Rerepresentation (SEP 2021) (15 U.S.C. 632(a)(2))

· 52.222-3, Convict Labor (JUN 2003) (E.O. 11755)

· 52.222-21, Prohibition of Segregated Facilities (APR 2015)

· 52.222-26, Equal Opportunity (SEP 2016) (E.O. 11246)

· 52.222-35, Equal Opportunity for Veterans (JUN 2020)(38 U.S.C. 4212)

· 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793)

· 52.222-37, Employment Reports of Veterans (JUN 2020)(38 U.S.C. 4212)

· 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)(E.O. 13496)

· 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627)

· 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)

· 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018) (31 U.S.C. 3332)

· 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67)

· 52.222-55, Minimum Wages Under Executive Order 13658 (JAN 2022)

· 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706) All quoters shall submit the following: Items listed above in 52.212-1(b) Submission of Quotations

All quotes shall be sent to maryjane.crim@va.gov.

52.212-2 EVALUATION—SIMPLIFIED ACQUISITION PROCEDURES

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations:

1. Price – Most advantageous to the Government

2. Past performance – Successful past performance similar in size and scope

3. Technical – Ability for contractor to demonstrate technical approach and methods meet industry standards and adhere to standards and methods recommended by the InterNational Electrical Testing Association (NETA).

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is accepting alternate quotations. The evaluation will consider the following:

(1) Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation, specifically the following:

a. Provide proof of compliance with NFPA 99 5.1.14.4.2.4 Qualifications at B1, B2, and/or B3. (See section 3.1 of SOW)

b. Provide suggested schedule for completion of work

(2) Past Performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; quoter references; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

(3) Price: The Government will evaluate the total price.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

**Site Visit** A site visit will be held on September 2, 2022 at 10:00 AM. All parties interested in attending the site visit shall meet with Ron Pittman at Bldg. 21.

Submission of your response shall be received not later than September 16, 2022 at 4PM EST at maryjane.crim@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation shall be forwarded in writing via e-mail to the Point of Contact listed below. All questions shall be submitted not later than September 9, 2022 @4PM. Any questions submitted after that date and time may not be considered.

Point of Contact Mary Jane Crim maryjane.crim@va.gov